AGM Information (Huntsville Minor Hockey)

PrintAGM Information
Huntsville Minor Hockey Association's Annual General Meeting is scheduled for Thursday, April 29 at 7:00PM via Zoom. Please contact Julie Morgan, HMHA Secretary, (through the website) to be added to the list of attendees. Closer to the meeting, she will provide you with a link to attend the meeting and a copy of the Minutes for the September 2020 AGM.


Plan to attend so that you can be informed, ask questions and vote for next season's Executive. Numerous volunteers are needed to allow HMHA to offer programs. The base of these programs all begin with the HMHA Executive Board Directors and Staff Members.
Please see below information regarding how the nomination process works and where you can monitor names of those nominated. Please note: nominations close as of midnight Monday, April 26, 2021. No nominations will come from the floor during the AGM.


If you would like to nominate someone for an executive position for the 2021-2022 hockey season, click on the "Nomination Form" under the AGM 2021 Tab.  HMHA will reach out to the person nominated to confirm if he/she wishes to have their name stand for the position. If they agree, their name will be added to the "Nominations" link under the AGM 2021 Tab (information will be updated as confirmed nominations are received). All positions are open for nomination for the upcoming term.

Nominations will close on Monday, April 26th at midnight – no further nominations will be accepted after this time.

At the AGM, if there are positions with one nominee that person will be acclaimed into the position. If there are multiple nominees for the same position, a vote of the membership in attendance will take place (there can be no proxy votes). Nominees must be in attendance. If there are positions that do not have accepted nominations by April 26th, anyone interested in the position will reach out to the President after the AGM and a decision will be made at the board table regarding filling the position. 

If you have any questions regarding the procedure, please contact Kelly Farnsworth, HMHA President/OMHA Contact, through the website.

The main prerequisites for filling an executive position is to be a team player/able to work well with others, be committed to the support of the membership as a whole (not with a personal agenda), be willing to put the effort forth required to fulfill the commitment made - some positions require some specific knowledge/background, but many can be "learned as you go".

The following is some basic information about each position. If you would like more specific information prior to the meeting, please contact the current Executive Member.


Executive Directors:

-expected to attend all HMHA Executive Meetings (held once/month)

-participate/attend meetings for any applicable Sub-Committees

President: (2 Year Term)
-Candidate must have been a previous Board Member and have a thorough understanding of how HMHA operates and fully grasp the policies and procedures that govern HMHA
-Leader of HMHA
-Chair HMHA Board Meetings
-Must be diplomatic and possess interpersonal skills, have the ability to be fair but firm

OMHA Contact/Vice President: (1 Year Term this year; will be 2 year term beginning 2022-2023 season)
-Time consuming position; must have knowledge of how HMHA operates (candidate must have been a previous Board Member); ensure policies and procedures are implemented and understood by the applicable Executive, Volunteers and Membership
-MPS representative (attend monthly MPS meetings) and OMHA contact/representative for HMHA; work closely with President, LL Directors, Rep Director and Regional Director for OMHA
-Submit all OMHA forms/paperwork (ie Rosters, Travel Permits, Playdown Contracts, Permission to Skate forms, Batch Registration of all Teams, Reconciliation forms etc.)

Secretary: (1 Year Term)
-Word processing skills required
-Record and distribute minutes from all HMHA Board Meetings, collect & distribute mail

-Vulnerable Sector Checks for all HMHA Volunteers-coordinate, monitor, collect
-Webmaster for HMHA website, schedule all off-ice bookings for HMHA

Treasurer: (1 Year Term this year; will be 2 year term beginning 2022-2023 season)
-Preference to an individual with experience in accounting, banking or financial field; must be bondable
-Keep record of all financial information and present financial statements, lead budget committee
-Collect/deposit all funds for HMHA, pay invoices, monitor/contact for anything involving finances, prepare information for income tax filing each year, liason with Team Managers regarding all finances

Registrar: (2 Year Term)
-Register all participants, collect registration fees, set up players/team officials in HCR, perform any incoming or outgoing transfers, work with funding organizations, must keep personal financial information confidential regarding HMHA families
-Work closely with Treasurer
-Work with Rep & LL Directors regarding player lists, assist with representative tryouts
-complete Rosters for all teams

Rep Director: (1 Year Term)
-Should have a good understanding of how representative hockey operates, previous managers are good candidates
-Act as the Manager of all representative coaches, managers and bench staff
-Contact for Rep teams' questions, concerns and make certain bench staff members/teams understand and follow policies and procedures 

Local League Directors(2) – U7-U11, U13-U18: (1 Year Term)
-Time consuming position
-Oversee all applicable LL divisions (including any Select teams), along with working closely with each team Manager to ensure the policies and procedures are understood and followed
-Attend MPS LL meetings once/month - Liaison between the MPS Local League and HMHA


Development Director: (1 Year Term)
-Be responsible for researching, organizing and implementing development programs and clinics for Coaches, Players and Trainers (work with Head Trainer regarding any Trainer Development)
-Chair the Coach Selection/Evaluation Committee
-Assist existing and new bench staff to (re)certify, give information about qualifications needed and assist in finding best way to secure requirements

Equipment Director: (1 Year Term)
-Keep an accurate and current inventory of all equipment, including jerseys/socks and Trainer Bags, for all HMHA Rep/AE and LL teams - make recommendations to the Board for new or replacement equipment and look after pricing, purchasing, budgeting and distribution of equipment
-Be responsible for the Equipment Room throughout the season, distributing and collecting all HMHA equipment at the beginning and end of the season

-Work with: Rep Director regarding tryouts/equipment, Rep/AE/LL Managers/Teams regarding equipment distribution/team lockers, Treasurer regarding budgeting and purchasing


Tournament Director: (1 Year Term)
-Manage all postings and registrations for HMHA home tournaments, apply for sanction permits with OMHA, collect all registration forms, documents and payments and answer questions from teams planning to attend HMHA tournaments
-Be the main contact with Managers regarding tournaments and the policies and procedures necessary for these tournaments to run, provide all information and tools necessary for the host teams, purchase all prizes and look after all tournament trophies/awards
-Work with Ice Scheduler to set schedules for tournaments


Executive Staff:

-expected to attend the Season’s first and last HMHA Executive Meetings along with any others that have applicable Agenda Items or if the Staff member has an Agenda Item they wish to bring to the Board Table

-participate/attend meetings for any applicable Sub-Committees


Ice Scheduler: (1 Year Term)
-Time consuming position, particularly during preseason start up when negotiating all schedules and practice times – for all Rep/AE and Local League ice times
-Data entry/computer knowledge are essential; attention to detail and interpersonal skills are mandatory
-Liason with town representatives regarding ice allocation policy and scheduling ice times


Referee Convenor: (1 Year Term)
-Prefer candidate that holds a current referee certification
-Schedule all Officials and act as an informal supervisor; act as a mentor for new officials
-Encourage, recruit and guide new referee prospects

-Liason between Officials and HMHA

Minor Officials Convenor: (1 Year Term)
-Schedule all timekeepers, scorekeepers and gate keepers for all Rep/AE and LL games where appropriate - organize a course in the preseason for all new minor officials and any needing a refresher
-Keep records regarding gate income and officials' expenses and pay all minor officials, as well as Referees for rep games

-Electronic Gamesheets – train Managers and Scorekeepers, coordinate iPADs/provide support/arrange maintenance as necessary
-Collect gate money and submit reports to Treasurer, maintain appropriate float and funds needed to pay officials in gate box, must be bondable

Sponsorship/Fundraising Convernor: (1 Year Term)
-Coordinate and solicit all team sponsors at the beginning of the season, work with the Equipment Director to ensure proper sponsor bars are on appropriate jerseys
-Organize team photos (schedule and distribution of photos), including creating and distributing sponsor plaques
-Receive fundraising requests from Team Managers and assist them in ensuring these activities fall within both HMHA and Town guidelines


Head Trainer: (1 Year Term)

-hold a current Trainer’s Certification (preference to Level 2 or 3)

-hold Action Clinic (or similar) for all Trainers at the beginning of the season

-be available as a resource for all HMHA Trainers

-check in with Trainers throughout the season and host meetings/development as appropriate

-be registered on an HMHA Team or At Large Roster and be willing to fill in for Trainers when there is a need